adopts Prime Hotel as the Enterprise Resource Planning
trough an Agile implementation process
2022 04 08
Content
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Project scope
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Product scope
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Agile approach
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Team and roles
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Roadmap and milestones
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Risks and issues
Project scope
Product scope
Agile approach
Team and roles
Roadmap and milestones
Risks and issues
Project scope
Description of services involved
Prime provides advising and consulting services, software development and configuration, as well as training and support services.
In scope
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Provide "Prime Hotel" as the Enterprise Resource Planning for Casa da Djedja.
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Configure of modules described on product scope
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Provide User's training material for Prime's modules
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Provide User's documentation from Odoo
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Support services 5x8 during this implementation phase
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Advising managing on the scenarios and decisions while adopting the platform
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Define Service Level Agreement of the "Deluxe Plus" Software as a Service
Out of Scope
Data migration from legacy systems
Enter data on behalf of Casa da Djedja
Timeframe
Must have features: April to July 2022
Nice to have: September to Dec 2022
Costs
Prime Hotel SaaS: 5.000 CVE / month
5%
fee for bookings on Prime channels / API
Implementation services: TBD
Product scope
Wish list, product features and gap analysis
The starting point is the Casa Djedja's wish list as the target solution; a gap analysis with Prime's community version of Prime ERP and Prime Hotel is conducted to find the development backlog.
Wish list
Casa da Djedja's wish list, vision, goals, ambitions and expectations
Existing features
Prime brings its offer to combine with existing solutions and expertise
Challenges
Let's to the gap analysis and adapt and develop whats required
Starting point for the journey
Casa da Djedja's wish list and vision
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Electronic Invoicing in full compliance with the fiscal authorities of Cabo Verde
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Integration with Casa da Djedja website using APIs for a fully integrated system
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Accounting module based on Casa da Djedja Chart of Accounts to:
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Record Financial Transactions
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Report Financial Transactions; important standard reports:
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Payables Reports
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Receivables Report
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Profit and Loss (P&L) Statement
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Balance Sheet Statement
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VAT Reports (in/out)
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Customised reports - Four (4)
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Breakfast Cost against Occupancy
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Water Cost against Occupancy
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Electricity Cost against Occupancy
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Housekeeping and Laundry Supplies against Occupancy
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Payroll - a simple module to:
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Automate the calculation of base remuneration for employees
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Automate the calculation of overtime for employees
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Automate the calculation of INPS obligations/splits
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Pay Stubs
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Objectives
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Provide tools to Casa da Djedja Management and Team to do be as autonomous as possible and record financial transactions in real - Make the manager's life easier is the principal objective
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Migrate financial records from the software presently used by MVN/Marx Nobre in order for Casa da Djedja to retain full ownership of its records/data - MVN, as an outsourced service provider, shall then start using Casa da Djedja's accounting solution to perform their scope for Casa da Djedja which shall be limited to financial oversight, control, and the monthly obligations imposed by the fiscal authorities
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If a migration is too complex a task for Prime to handle, MVN/Marx Nobre shall have to provide a trial balance and detailed general ledgers as of a date to be collectively agreed in order to start using the PrimeERP with a set opening balance (taken from MVN's software trial balance
What do we have
Prime ERP features
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Customers Invoicing
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Real-time invoicing with e-factura.cv compliant
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Offline invoicing
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Payments (total and partial)
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Products management
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Price
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Taxes
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Vendors Billing
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Bills registration
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Vendors Management
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Vendor's Payment
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Accounting
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Account Receivables
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Account Payables
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Reporting
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Balance Sheet
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Profit and Loss
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General Ledger
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Aged Payable
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Aged Receivable
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Cash Flow Statement
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Tax Report
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Prime Hotel features
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Booking Management
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Website booking engine
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Booking request and confirmation
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Check-in, stay and Checkout workflow
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Folios management
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Invoicing
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Rooms availability
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Price lists and conditions
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Website integration
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Website booking engine
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Booking API for external website
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Reporting (Pivot tables)
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Occupancy rate
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Channels
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Challenges
Gap Analysis Prime ERP
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Customised reports
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Breakfast Cost against Occupancy
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Water Cost against Occupancy
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Electricity Cost against Occupancy
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Housekeeping and Laundry Supplies against Occupancy
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=> Mitigation quick win: Data View + Pivot table
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Payroll
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Automate the calculation of base remuneration for employees
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Automate the calculation of overtime for employees
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Automate the calculation of INPS obligations/splits
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Pay Stubs
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=> Mitigation / Quick win: Employee invoice template
Gap Analysis Prime Hotel
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OTA Integration
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Booking.com integration
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Turismo.cv v15 integration
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=> Prime's Backlog asap
Agile Approach
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Product Owner defines priorities continuously
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Team refines product backlog and prepares sprint backlog
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Sprint scope is immutable once the team commits and starts it
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Daily, the team has a 15' call to answer to 3 questions:
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What did I yesterday?
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What am I doing today?
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What is blocking me?
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At the end of the Sprint the increment is delivered to the product owner during a sprint review (1 hour max)
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The team carries out a retrospective and identifies improvements
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A new sprint planing is realised and a new sprint starts
Values from the Agile Manifesto
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Individuals and interactions over processes and tools
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Working Software over comprehensive documentation
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Customer Collaboration over contract negotiation
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Responding to change over following a plan
While there is value in the items of the right, we value the items on the left more.
Tenets to enable a successful project
01 You are our priority
Our highest priority is to satisfy the customer through early and continuous delivery of valuable software
04 One team
Business and developers must work together daily throughout the project
07 Working software
Working software is the primary measure of progress.
10 Simplicity
The art of maximising the amount of work not done is essential
02 We embrace changes
Welcome changing requirements, even late in development. Agile processes harness change for the customer’s competitive advantage
05 Motivated individuals
Build around motivated individuals. Supportive environment and trust to get the job done
08 Sustainability
Agile processes promote sustainable development, maintaining a constant pace
11 Self-organising team
The best architectures, requirements, and designs emerge from a self-organised team
03 Continuous delivery
Deliver working software frequently, from a couple of weeks to a couple of months, with a preference to shorter timescale
06 Conversation
Direct and transparent communication is the right way to go. Let's be assertive.
Speak up!
09 Excellence
Continuous attention to technical excellence and good design enhances agility and standards
12 Self-evaluation
At regular intervals, we reflect on how to become more effective, then tune and adjust our behaviour accordingly
Team and roles
Paulo Santos
Product Owner
Keeps backlog up to date and accepts deliverables
Patrícia Karantonis
Key-User
Uses the system on a daily base and gives feedback
Marx Nobre
Financial advisor
Provides configurations and uses accounting module
Marco Delgado
Web master
Integrates engine on Website using Prime TMS API
Jerson Figueiredo
Software Engineer
Customises, develops, tests and delivers features
Marco Stiehl
Software Engineer
Customises, develops, tests and delivers features
Madalena Barreto
Agile project manager
Facilitates agile practices and supports team
Paulo Martins
Software Architect
Supports the team on technical options
José Silva
Cloud services
Interface to other Pods involved on Prime Services
Kelly Andrade
Project Assistant
Supports team member
Lia Martins
Invoicing Services
Invoice project services
Felisberto Martins
Prime's accountant
Expert user for Prime ERP
Roadmap and milestones
Kick off & Invoicing
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Project and software Setup
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Invoices issuing
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Booking data migration
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SLA & Contract proposal
Invoicing & Accounting
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Chart of accounts
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Accounting receivables and payables
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Data Consolidation
Website Integration
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Review and share API
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Connect website to Booking engine
Review and share API
Connect website to Booking engine
Decision Making
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Management Dashboards
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Standard Reporting
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Customised Reporting
Payroll automation
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Base remuneration
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Overtime and assiduity
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Pay Stubs
Base remuneration
Overtime and assiduity
Pay Stubs
Next Steps
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Q3 Backlog review
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Close phase 1 / Project
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Activate SLA
Q3 Backlog review
Close phase 1 / Project
Activate SLA
Accounting
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Adaptation of the chart of accounts to the reality of CV;
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Create an account in the chart of accounts for each registered customer;
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Create an account in the chart of accounts for each product;
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Register supplier invoices.
Adaptation of the chart of accounts to the reality of CV;
Create an account in the chart of accounts for each registered customer;
Create an account in the chart of accounts for each product;
Register supplier invoices.
Website Integration
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Conect Website to booking engine.
Conect Website to booking engine.
Decision Making
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Management Dashboard;
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Standard Report;
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Customised Reporting.
Management Dashboard;
Standard Report;
Customised Reporting.
Next Steps
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Q4 Backlog review
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Close phase 1 / Project
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Activate SLA
Q4 Backlog review
Close phase 1 / Project
Activate SLA
Risks and mitigation
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e-factura.cv (in)stability
e-factura is new. We've been facing a few challenges that impacts planning and resources allocation. We should be prepared to send DFE offline and to have accounting and fiscal up to date to overcome blockers
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Team is exhausted
e-factura has been really demanding since end of 2021. It required migration of most of our systems. We have important deliverables for Q2. Let's keep things simple and progress fast
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Response time to remove blockers
We need a continuous pace taking technical decisions. Commitment formalisation on the beginning of each sprint is required
Next Steps
1) Validate this proposition or improve / adapt it
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Agile cerimonies set up
3) Invoice!